You can update a report’s details such as the report title, workspace, report type, layout, and attached expenses.

Note: Some report details may be restricted from editing depending on your workspace settings.

Edit the Title

On the Web:

1. Click the Reports tab and select the report.
2. Click the pencil icon next to the name and edit the title.
3. Press Enter to save changes.

On Mobile:

1. Tap the ☰ menu icon in the top left.
2. Tap the Reports tab, then select the report.
3. Tap the report name to edit it.

Change the Workspace

On the Web:

1. Click the Reports tab and select the report.
2. Click Details in the top right of the report.
3. Click the Workspace dropdown list and select the correct workspace.

On Mobile:

1. Tap the ☰ menu icon in the top left.
2. Tap the Reports tab, then select the report.
3. Tap Edit in the top right.
4. Tap the current workspace name to select a new one.
5. Tap Done.

Change the Type of Expense Report

On the Web:

1. Click the Reports tab and select the report.
2. Click Details in the top right of the report.
3. Click the Type dropdown and select either Expense Report or Invoice.

On Mobile:

1. Tap the ☰ menu icon in the top left.
2. Tap the Reports tab, then select the report.
3. Tap Edit in the top right.
4. Tap either Expense Report or Invoice.
5. Tap Done.

Change the Layout

1. Click the Reports tab and select the report.
2. Click Details in the top right of the report.
3. Adjust the following layout options:
   • View: Choose between a basic or detailed report view.
   • Group By: Group expenses by category or tag.
   • Split By: Separate expenses by reimbursable or billable status.

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Submit a Report for Approval

Some workspaces automatically submit or approve reports, removing the need for manual submission.

On the Web:

1. Click the Reports tab.
2. Select the report.
3. Click Submit.
4. Enter submission details:
   • To: Approver’s name(s).
   • CC: Additional recipients (comma-separated).
   • Memo: Additional notes.
   • Attach PDF: Attach a report copy (optional).
5. Click Send.

On Mobile:

1. Tap the ☰ menu icon in the top left.
2. Tap the Reports tab.
3. Select the report.
4. Tap Submit Report.
5. Enter submission details:
   • To: Approver’s name(s).
   • CC: Additional recipients (comma-separated).
   • Memo: Additional notes.
   • Attach PDF: Attach a report copy (optional).
6. Tap Submit.

Submit via Guided Review (web-only)

1. Click the Reports tab on the Expensify website.
2. Select the report.
3. Click Review.
4. Follow the guided review steps.
5. Click Submit for each expense.

Retract a Submitted Report

On the Web:

1. Click the Reports tab.
2. Select the report.
3. Click Undo Submit.

On Mobile:

1. Tap the ☰ menu icon in the top left.
2. Tap the Reports tab.
3. Select the report.
4. Tap Retract.

Note: Reports with Instant Submit cannot be fully retracted, only individual expenses can be edited.

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Add Comments & Attachments to a Report

You can add comments and attachments to a report to clarify or justify expenses.

On the Web:

1. Click Reports.
2. Select the report.
3. Scroll to the bottom of the report and:
   • To add a comment: Type your comment and click the Send icon or press Enter.
   • To add an attachment: Click the paperclip icon, select a jpeg, jpg, png, gif, CSV, or PDF file, then click Upload.

On Mobile:

1. Tap the ☰ menu icon in the top left.
2. Tap Reports.
3. Select the report.
4. At the bottom of the report:
   • To add a comment: Type your comment and tap the Send icon.
   • To add an attachment: Tap the paperclip icon, select a jpeg, jpg, png, gif, CSV, or PDF file, then tap Confirm.

Report History

Expensify logs all actions taken on the report in the Report History & Comments section at the bottom of the report.

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Report Statuses

Each report has a status based on its approval progress:

• Open: The report is in progress and has not been submitted. If labeled Rejected, it was submitted but needs adjustments.
• Processing: The report has been submitted and is awaiting approval.
• Approved: The report is approved but not reimbursed.
• Reimbursed: The report has been successfully reimbursed.
  • Withdrawing: The ACH process is initiated.
  • Confirmed: The ACH process is in progress or complete.
• Closed: The report is finalized.

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FAQ

How are credits or refunds displayed on Expense Reports?

Credits appear as negative expenses (e.g., -$1.00). They offset the total report amount.

For example:

• A report with $400 and $500 reimbursable expenses shows a total of $900.
• A report with -$400 and $500 expenses results in a $100 total.

What’s the difference between an expense, a receipt, and a report attachment?

• Expense: Created when you SmartScan or manually upload a receipt.
• Receipt: Image file automatically attached to an expense via SmartScan.
• Report Attachment: Additional documents (e.g., supporting documents) added via the paperclip icon in report comments.

What’s the Difference Between Expense Reports, Bills, and Invoices?

• Expense Report: Submitted by an employee to their employer. This may include:
  • Reimbursable expenses (e.g., business travel paid for with personal funds).
  • Non-reimbursable expenses (e.g., a company card lunch expense).
• Invoice: A report a business or contractor sends to another business to charge for goods or services received. For example:
  • A contractor providing an hourly-rate service sends an invoice detailing services provided and their hourly rate.
  • Invoices are generally expected to be paid within a set timeframe (e.g., 30 days of receipt).
• Bill: A document used by businesses and contractors to request payment for goods or services.
  • For example, a restaurant, store, or hair salon provides bills, typically expected to be paid upon receipt.